The Beginner User

Beginner topics

XDrive has an extensive feature set and sometimes offers more than one way to achieve a given outcome. To get you started, this Beginner User section documents some key features using both XDrive Web and XDrive Client. 

This section covers the following topics:

  • logging in
  • creating a folder 
  • adding files to a folder 
  • sharing a file or folder with a GSE affiliate
  • receiving notifications
  • receiving and opening a link or a ticket 

Information for each topic appears on this page as well as in sub-pages of the Beginner: Client and Beginner: Web sections. 

Logging In: Web

To log in to XDrive Web:

  1. Go to https://xdrive.gse.harvard.edu/
  2. Type in the username and password you use to log in to your HGSE work computer.

Create a folder: Web

Using the New Folder Wizard

The New Folder Wizard guides you through creating, sharing, configuring, and emailing your new folder. You may follow each step of this wizard, skip through to the desired step or end the wizard at any time.

  1. Navigate to the folder in which you would like to create a new sub-folder.
  2. Click the New Folder button.
  3. Enter a name for the folder in the Folder Name field.
  4. Click Finish to exit the Wizard.

Note: if you wish to give other people access to the folder who do not have default access, click Next.

Choose Users

  1. Choose users with whom you would like to share the contents of the new folder.
  2. Either begin typing in the user information in the box provided, or use the find utility by clicking on the Search for Users button.
  3. All users and/or groups you have selected will appear in the box.
    Optional: Click Next (while leaving the fields blank) to skip the Choose Users portion of the wizard, or click Finish to exit the Wizard.
  4. Click Next.

Verify Permissions

  1. Select your preferred sharing options.
  2. Select one of the following options: Viewer, Contributor, or Full Access.
  3. Click the appropriate radio button to determine whether this access should apply to the current folder only, or this folder and all sub-folders.
  4. Optional: Click Finish to exit the Wizard.
  5. Click Next.

Adding files to a folder: Web

There are two modes of upload, Basic and Advanced. Basic upload allows you to browse one file at a time, until you have compiled a list of files to upload. Advanced upload allows you to drag-and-drop files or folders onto the Advanced upload screen. The upload mode can be easily switched at any time by clicking either the "Basic Upload" or "Advanced Upload" links on the Upload screen. Whichever mode you choose will be displayed the next time you upload files.

Note: Advanced Upload mode requires version 1.5 or higher of the Java plugin available from www.java.com. If you have the Java plugin installed but it is not version 1.5 or higher, you will experience problems when attempting to use the Advanced Mode. If you do not wish to download and install the Java plugin, use Basic Upload.

Basic Upload

  1. Navigate to the folder to which you wish to upload files.
  2. Click the Upload button.
  3. Browse to the file you wish to upload.
  4. If you wish to upload more files, click Add Files and Browse to the file. Repeat this step for as many files as you wish to upload.
  5. Click Start Upload.

Advanced Upload

  1. Navigate to the folder to which you wish to upload files.
  2. Click the Upload button.
  3. You may either drag and drop files and folders onto the drag-n-drop area or you may click Add Files and select files from your local machine.
  4. Click Start Upload.
  5. Should the upload stop or receive an error, click Done to exit the upload page.

If you have chosen to upload a folder, it will be uploaded beneath your current working folder. For example, if you are currently in the "Sports/" folder in your Document Manager screen, and then click the Upload button, and choose to upload your"Baseball" folder; it will appear as follows: "Sports/Baseball/". You may click Stop Upload at any time during the upload. Those files that were successfully uploaded before you stopped the upload will remain in your account.

Sharing: Web

A common scenario

You need to share a large confidential data file with a colleague who does not already have access to it. The share function will allow you send it as a link, thereby eliminating the need to attach a big file it to an email. 

Note that this function allows you to share with HGSE affiliates, not non-HGSE affiliates.  

To share a document or file:

  1. Select the item by selecting the check box or single clicking
  2. Click on the Share button
  3. Enter the user's or group's name or email address
    Note: To share with users outside of the system, enter that user's email address.
  4. Click Next to advance to the permissions page
  5. Verify or change permissions for each user or group 
  6. Click Finish, or Next to send an email to those with whom you are sharing 
  7. Check boxes next to the people and groups you want to email regarding your shared file
  8. Click Finish

Setting up notifications: Web

Subscriptions automatically notify you when a file or folder has been viewed, changed, or commented on.

A common scenario

You are managing a team of people and are under a short deadline. You need to know when changes are made to the project documents and by whom. By setting Subscriptions, you can receive notifications about any changes to a single file or all files within a folder. 

Create a new Subscription

  1. Place a checkmark in the box associated to the file or folder or single click 
  2. Click on the Subscribe button.
    Note: you may also right-click the document or folder and select the Subscribe option
  3. Place checkmarks in the boxes associated to the type of subscription according to the table below.
  4. Choose the Frequency of the report as either when the event occurs for an immediate notification or "Daily Report" which sends all notifications for all of your subscriptions at once.
  5. Click the Ok button when you are done creating your subscription.

Note: If choosing the "Daily Report" option for your subscription, the time of day the daily report is sent is pre-determined by XDrive.

"Notify me of" Options

Event Option
Change events

"Change Events on files" include:

  • When a file is uploaded and an existing file is overwritten
  • When a file is moved or deleted
  • When a file has been copied or downloaded

"Change Events on folders" include:

  • When any of the above file events occur to any file or sub-folder within the specified folder
  • When a file is initially uploaded to a folder
  • When a file within the specified folder has been moved
  • When a sub-folder is created within the specified folder
  • When the folder itself has been deleted
Read events

"Read Events" include:

  • When a file is viewed or opened.
  • When a file within the folder is viewed or opened.
Comment events  A comment event occurs whenever a comment is created on a file or folder.

View existing Subscriptions for a file or folder

  1. Right-Click on the file or folder of your choice.
  2. Select Manage -> Subscriptions.
  3. All subscriptions for this file or folder will be listed.

Cancel existing Subscriptions for the file or folder

  1. Right-Click on the file or folder of your choice.
  2. Select Manage -> Subscriptions.
  3. Place a checkmark in the box associated to the Subscription.
  4. Click the Unsubscribe button to remove the Subscription.

Viewing all and cancelling existing subscriptions

Cancelling a subscription from the Reports & Tools tab will allow you to see all subscriptions within the system, rather than a folder by folder view as the Manage screen offers.

  1. Click on the Reports & Tools tab.
  2. Click on the Subscriptions tab.
  3. Click the associated "X" icon to the subscription you would like to cancel.

Automatic cancellation of a Subscription or notification

Subscriptions and their notifications are also automatically canceled due to certain changes within the system. If the subscribed file or folder is deleted, the subscription is automatically canceled. If the permissions of a file or folder are changed such that the current subscriber no longer has the correct access to view or edit that file or folder, notifications will no longer be sent; however, the subscription will still exist.

Subscriptions through email

When sharing a file or folder, you are provided with the option to notify the user via email. When the email is received, there is a link to the shared file or folder. This link, when clicked will provide an option to subscribe to the shared item.

  1. The notification email is received by the user.
  2. Click on the link which is supplied in the email.
  3. You are brought to the Bookmark and Subscribe window. Place a checkmark in the Subscribe box.
  4. Click OK.
Receiving and opening a link or a ticket: Web

When a GSE colleague emails a file or folder to you using XDrive, you will open it by clicking a hyperlink in an email message. 

If the email link points to a folder, XDrive Web will launch and you will start in the shared folder. 

If the link points to a document, the document will open. You can make changes and save them directly to the shared version in XDrive. There is no need to download to your computer and then re-upload to XDrive.

To easily locate a document or folder again, you have the option of creating a Bookmark for it. 

Logging In: Client

If the XDrive Client is installed on your computer, it will automatically launch and prompt you to enter your ID and password after you start your computer. It prompts you with the following pop-up:

Type in the username and password you use to log in to your HGSE work computer. 

Note: to keep your files and data secure, please do not check the "Save password" box. 

Creating a folder: Client

You can create a new folder in XDrive Client the same way you create a folder on your computer or the share drive. Two different methods are described below. 

Method 1: Right-click

  1. Navigate to the location where you want the new folder to be
  2. Right-click on an empty part of the window
  3. Select New --> Folder from the menu

Method 2: "Make a new folder" link

  1. Navigate to the location where you want the new folder to be
  2. Click on the Make a new folder link under File and Folder Tasks in the menu on the left

Adding files to a folder: Client

The process of uploading documents to XDrive Client is identical to adding a file to any other folder on your computer. The only difference is that you'll be working in the networked X: directory in stead of the G: directory.

Sharing: Client

A common scenario

You need to share a large confidential data file with a colleague who does not already have access to it. The share function will allow you send it as a link, thereby eliminating the need to attach a big file it to an email. 

Note that this function allows you to share with HGSE affiliates, not non-HGSE affiliates.  

To share a file or folder using the XDrive Client, follow these steps:

  1. Right-click the folder or file and select Sharing... from the menu
  2. If the person or group who you want to share with isn't on the Share with users... list, click Add...
    Note:
     if the person is on the list, skip to step 7 below
  3. In the Search for field, enter the person's name 
  4. Click Search
  5. Click on the person or group desired in the Users found field
  6. Click Add select users
  7. Highlight the name or group you just added and select the desired level of permissions in the Permissions field
  8. Click OK

Setting up notifications: Client

Subscriptions automatically notify you when a file or folder has been viewed, changed, or commented on.

A common scenario

You are managing a team of people and are under a short deadline. You need to know when changes are made to the project documents and by whom. By setting Subscriptions, you can receive notifications about any changes to a single file or all files within a folder. 

To set subscriptions:

  1. Right click on the file or folder you want to subscribe to and receive notifications about. 
  2. Click Subscriptions in the menu

When you click Subscriptions, XDrive Web will launch and the first page you see will be the subscription options for the item you selected. See the section on Setting up notifications in XDrive Web for further directions. 

Receiving and opening a link or a ticket: Client

By default, any item stored in XDrive that you receive via email will initially be viewed and managed through XDrive Web. Please see our documentation on Receiving and opening a link or ticket using XDrive Web for further instruction.